Leaders: A Process Inventory Provides Org Insights Fast

Higher Ed – More Complex Than Ever

Higher ed’s landscape is more complex than ever. Diverse student and faculty populations, decentralized organizational structures, new teaching modes, and constantly changing regulations have led to complex – and sometimes confusing – academic, research, and administrative environments. So how do you gather and use information effectively to manage today while continually finding opportunities to improve? By completing a Process Inventory.

What is a Process Inventory?

A Process Inventory is a matrix – often complemented with a graphical representation – that lists all of your processes and key characteristics – or attributes – about each in an easy-to-reference format. It helps you better understand who’s doing what, when, where, why, and how. This information is key to managing effectively and identifying improvement opportunities.

For each process, the inventory includes the process name, purpose, start, end, actors, similar processes, related policies and guidelines, and technologies used. It also lists challenges – including redundant, outdated, obsolete, and manual activities, staff inefficiencies, and out-of-sync policies – and improvement opportunities. Additionally, it highlights interaction among processes, staff, and units across teams and units.

What are Benefits of Creating a Process Inventory?

Inventory information about processes, roles and responsibilities, organizational culture, and systems will help you find opportunities to:

• Manage most effectively – especially if you’re new in a role.
• Increase efficiencies – by streamlining outdated, bureaucratic processes.
• Release staff time – by optimizing work structures.
• Improve student and stakeholder services – by realigning service levels.
• Update policies – by identifying and changing those not aligned with institutional philosophies.
• Ensure business continuity – by identifying critical processes.
• Strengthen new hire onboarding and ongoing team training – using inventory data.
• Leverage technology – by identifying manual activities and outdated systems.

3 Steps to Creating a Process Inventory

1. Draft a list of processes. The list may evolve as you complete Step 2.
2. Add attributes by interviewing staff and stakeholders and reviewing documentation including training guides, policies, etc.
3. Analyze information collected to identify next steps – then act to streamline processes, optimize work structures, update policies, apply technology, and more.

Download JMA’s Process Inventory template and start your transformation journey.

Not Sure Where To Start? Let’s Talk

Schedule a short, 30-minute call with JMA to discuss how a Process Inventory can support your goals. Not sure yet? Drop your email in the form below and we’ll share more information about our Process Innovation methodologies including Process Inventories, Mandate Workshops, and Business Process Reengineering (BPR) and Process Streamlining (PS).

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One College’s Journey from Process Inventory to Total Transformation

A large Canadian college wanted to optimize student services. The Vice President-Students’ goal was to identify policies, processes, and services that – if transformed and streamlined – would have maximum benefits for students. JMA facilitated conversations with directors, staff, and stakeholders throughout the portfolio to build a Process Inventory then partnered with project leaders to apply criteria to select the most impactful opportunities. The college then partnered with JMA to complete high impact projects including a Student Wayfinding and Advising Business Process Reengineering (BPR) project, two Accessible Learning Mandate Workshops, and Reduced Course Load and Financial Aid Process Streamlining projects.

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